What can be configured, module by module
This page lists, for each ERP module, what the club sets up itself, where, and with which right. Use it as a map before a first set-up, a new season or a handover. Paths follow the left-hand menu.
Rights are set per role (Administration › Rôles): see Rights by role.
Suggested order for a first set-up
- Administration › Général, Exercices comptables, Plan comptable: the club's identity and accounting.
- Machines › Familles, then Équipements: what flies, with its accounts.
- Tarifs: machine prices, flight types, packs, the catalogue (machine pricing guide).
- Administration › Finance: journals and accounts for flight billing, payments received, instalments.
- Membres › Configuration des inscriptions: the season.
- Administration › Planche, HelloAsso, E-mail, Stockage: external links.
- Administration › Rôles, then Admin: rights, then accounts.
Administration
The Administration menu has seven entries, each with its own tabs: Access and accounts (users, roles and rights, agents) · The club (identity, print templates, tax receipts, planning resources) · Accounting (fiscal years, chart of accounts, finance) · External connections (HelloAsso, Planche, GesAsso, OSRT, storage) · E-mails and alerts · Security and traceability (security, audit log, current sessions) · Data and compliance (start-up imports, anonymization). An entry only shows if your role gives access to one of its tabs. The capability catalogue is at the bottom of the Roles and rights tab.
| Setting | What is set | Right |
|---|---|---|
| Admin | Accounts: creation, deactivation, one or several roles, committees the person leads | Manage accounts and roles |
| Rôles | Rights of each role, by domain; "all" committees or "those they lead" | Manage accounts and roles |
| Capacités | Catalogue of rights (read-only) | Manage accounts and roles |
| Agents | Service accounts of the applications (the Planche, for instance) | Manage accounts and roles |
| Général | Club name, portal address, contact details and IBAN quoted in e-mails | System settings |
| Exercices comptables | Creation, closing, reopening; preparing the next year | Accounting settings |
| Plan comptable | The club's accounts | Accounting settings |
| Finance | Journals and accounts for flight billing, cards, cheques, ANCV, member deposits, instalments | System settings |
| HelloAsso | Credentials, connection test | System settings |
| Planche | Planche address and key, test | Planche settings |
| GesAsso, OSRT | Federal connections | System settings |
| Stockage | S3-compatible file server (attachments) | System settings |
| Outgoing mail server | System settings | |
| Alertes soldes négatifs | Nightly check of pilot accounts, reminder levels, summary to the treasurer | System settings |
| Sécurité | Login blocking thresholds, journal retention | System settings |
| Modèles d'impression | Columns and layout of printed statements | System or accounting settings |
| Signature des reçus CERFA | Signatory and signature image | Sign tax receipts |
| Start-up imports | CSV imports to initialise the data: members, assets, entries from a legacy system | System settings |
| Ressources du planning | Resources that planning events can book | Keep the planning resources list |
Members and registrations
| Setting | Where | What is set | Right |
|---|---|---|---|
| Registration parameters | Membres › Configuration › Paramètres | Public page open or closed, link validity, deadline, reference prefix, application retention, renewal opening date, holding account | Configure registrations |
| Documents to accept | Configuration › Documents | Documents per profile; each version has an effective date | same |
| Supporting documents | Configuration › Pièces | Required or optional, validity period, downloadable template | same |
| Consents | Configuration › Consentements | Optional choices offered to the member | same |
| Objectives | Configuration › Objectifs | Flight objectives offered | same |
| Season tariff | Configuration › Tarif | Which catalogue lines, for which profiles, ages and options; copy of a season | same |
| Functions | Members › Functions | Dated functions: committee and bureau (secretariat), instructors, activity managers and winch (chief pilot), employees (HR), maintenance (aircraft) | Manage members; Manage the flying functions; HR; aircraft, depending on the function |
| Committees | Commissions | Committees, leaders, members of the year | Manage committees |
Details: Registrations and renewals, Members.
Machines and fuel
| Setting | Where | What is set | Right |
|---|---|---|---|
| Families | Machines › Familles | Code, name, priced or not, uses fuel, four accounts (acquisition, depreciation, expense, revenue) | Manage equipment |
| Equipment | Machines › Équipements | Registration, family, parent, bookable for flights, ownership (club or private), status, acquisition and depreciation, sub-components | Manage equipment |
| Maintenance | Machines › Maintenance | Status, CEN due date, last APRS, notes | Change equipment status and maintenance information |
| Pumps (fuel module) | Machines › Carburant | Pumps and QR code, stock | Manage fuel |
Details: Machines and fuel.
Pricing
| Setting | Where | What is set |
|---|---|---|
| Machine prices | Tarifs › Machines | Versions per family, lines, units, tiers, flight type, revenue accounts: guide |
| Flight types | Tarifs › Types de vol | Code, name, launch type (winch, tow plane, self-launch), share of the tow billed to the tow pilot |
| Packs | Tarifs › Forfaits | Kind (flight hours, winch launches, tows, engine time), quantity, sales and discount accounts, priority, lines concerned with their pack price, displayed rate (details) |
| Other rates | Tarifs › Autres tarifs | Catalogue: membership fees, meals, landing fees, introductory flight; category, presentation in the report |
| Report | Tarifs › Rapport | Check what members see; nothing to set (driven by each line's Shown box) |
Right: Manage prices to edit (the treasurer), Consult prices to read.
Flight billing and accounting
| Setting | Where | What is set | Right |
|---|---|---|---|
| Flight billing | Administration › Finance | Per fiscal year: FL journal and customer account (411); VT journal and pack sales account; REM journal and discount expense account; analytical accounts and "sentinel" member for club, training, test and warm-up flights; REM period and recalculation window | System settings |
| Payments received | Administration › Finance | Cards, cheques, ANCV, member deposits: journals and accounts | same |
| Instalments | Administration › Finance | Minimum amount from which an instalment plan is offered, payment rules | same |
| Journals, templates, recurring | Finance › Comptabilité › Paramètres | Journals, entry templates, groups, recurring entries | Accounting settings |
| Bank reconciliation | Finance › Comptabilité › Rapprochement | Automatic matching rules | Bank reconciliation |
| Budget | Finance › Budget | The year's budget | Budget management |
Introductory flights (VI)
| Setting | Where | What is set | Right |
|---|---|---|---|
| VI types | VI & HelloAsso › Types | Title, duration, accounts (customer advances, revenue, federal insurance, bank), displayed rate | Manage VI vouchers and types |
| HelloAsso | Administration › HelloAsso | Connection; purchases become vouchers from the HelloAsso tab | System settings |
Duty desk and expense claims
Menu Finance › Permanence (right Validate duty desk and expense claims, to set these up):
| Tab | What is set |
|---|---|
| Motifs | Payment reasons offered at the desk, with their account |
| Dépenses | Expense kinds, expense account, journal |
| Accès | QR code of the payment form (regenerating it voids the old one) |
HR and planning (optional modules)
| Setting | Where | What is set | Right |
|---|---|---|---|
| Team | RH › Équipe | Employee profiles: contracts, hours, leave counters | Manage HR |
| Calendars | RH › Calendriers | Yearly working-time calendars, by phases, and their assignment | Manage HR |
| Resources | Administration › Ressources du planning | Resources events can book | Keep the planning resources list |
What cannot be configured
The starting roles (13 roles), the statuses of a VI voucher, the journal types (sales, purchases, bank, cash, miscellaneous, opening balances, flights, discounts) and the price units are defined by the application. The rights of each role, however, can be edited freely.